Receiving and Unpacking Vaccine Deliveries
Proper vaccine storage and handling is important from the moment the vaccine arrives at the facility. All office staff should be trained to notify the vaccine coordinator or the alternate (back-up) coordinator when a vaccine delivery has arrived. This is extremely important for receptionists or other front desk staff since they may be the first to know that vaccines have been delivered. Avoid having other people accept deliveries who may not understand the importance of storage at appropriate temperatures. The vaccine coordinator should request delivery during office hours and update vaccine orders to reflect any period of time the office will be closed, such as holidays or scheduled vacation time.
Examine deliveries right away and store vaccines at the proper temperatures immediately upon arrival. Examine the shipping container and its contents for any evidence of damage during shipment. Cross check the contents with the packing slip to be sure they match. Check heat and cold temperature monitors/indicators if either are included in the shipping container following instructions on the monitors for reading and reporting. If a monitor indicates a possible temperature excursion during shipping, the monitor reading should be documented for future reference. Report the reading to the distributor within the required timeframe if VFC vaccines or other vaccines purchased with public funds are involved. Vaccines sent directly by the manufacturer are in specially designed boxes and may not contain heat or cold temperature monitors.
Allowable shipping time varies among distributors and manufacturers and is dependent on the type of container and packout. Determine if shipping time was within allowable limits noted on shipping insert or container. If the shipping time was more than the allowable limit or there are any discrepancies with the packing slip or concerns about the contents, immediately notify the primary vaccine coordinator (or the alternate [back-up] coordinator). If neither is available, notify a supervisor immediately. Label the vaccines “Do NOT Use” and store the vaccines under appropriate conditions separate from other vaccines. Then, according to your facility’s procedures, contact your immunization program, the distributor, and/or vaccine manufacturer(s) for guidance.
Record the contents of each container on an inventory log (stock record). This log should include the name of each vaccine, the number of doses for each vaccine received, the date it was received, the condition of the vaccines upon arrival, the names of the vaccine manufacturers, the lot numbers, the expiration dates for each vaccine, and any action taken regarding questionable vaccines.
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